How to Create, Edit and Send T&M Tags from the Clearstory Website

Learn how to create T&M Tags and send them to your customer right from your desktop.

• First click on the Add New button at the top right corner of the screen and select "Create a Time & Material Tag" 

• 1. Select the project for the related T&M Tag.
  2. Enter any applicable Cost Codes (this is not a required field)
  3. Select the Date of Work Performed.
  4. My Job Number and Customer Job Number will auto fill from the project details page.
  5. Enter a customer reference number if you are given one like a PCO, PCI or CE number.
  6. Enter the T&M Tag Title. This will be used on the email that gets sent to your customer and on the T&M Log in the web application.
  7. Enter the Description of Work.  Use the formatting tools to create bullet points or numbered lists.

Add your labor, material, equipment and other quantities.

• To add a new labor line item click the "+ADD LABOR" button in each section.
  1. Add labor by selecting or typing in the worker name/description.
  2. Enter the number of workers
  3. Hours each worker worked 
  4. Type of hours
     1. ST = Straight Time
     2. OT = Overtime
     3. DT = Double Time
     4. POT = Premium Overtime (Delta between ST and OT rate)
     5. PDT = Premium Double Time (Delta between ST and DT rate)
  5. Optionally you can add a date to each line item to differentiate when each line item was performed.
  6. Click the save icon to add the line item
• To add a new material line item click the "+ADD MATERIAL" button in each section.
  1. Add material by selecting or typing in the material name/description.
  2. Enter the unit you measure the material
  3. Enter the quantity of that material + unit installed
  4. Optionally, add the date of work if you are tracking it by day.
• To add a new equipment line item click the "+ADD EQUIPMENT" button in each section.
  1. Add equipment by selecting or typing in the equipment name/description.
  2. Enter the number of pieces of equipment you use.
  3. Enter the unit you measure the equipment
  4. Enter the quantity of that equipment + unit installed
  5. Optionally, add the date of work if you are tracking it by day.
• To add a new Other line item click the "+ADD OTHER" button in each section.
  1. Add equipment by selecting or typing in the equipment name/description.
  2. Enter the number of pieces of equipment you use.
  3. Enter the unit you measure the equipment
  4. Enter the quantity of that equipment + unit installed
  5. Optionally, add the date of work if you are tracking it by day.

Attach back up images

• To attach images simply drag and drop them into the image area or click to select an image. 
• Clearstory will time stamp the photos depending on the date taken on your device. If the image was created on your computer the system will not be able to time stamp it.

Include a message to your customer

• What you type here will be sent in the body of the email that goes to your customer.

Distribution list

• The distribution list will automatically populate based on who you have invited to the project. 
• You can add one-off emails here by simply typing or copy in the emails.

Preview & Request a Signature

• Once you have the Time and Material Tag filled out you can preview the final PDF by clicking "Preview & Send".

• If you see changes, you can simply click cancel and go back and edit the form.
• If you are ready to send it out for a signature, click "Sign & Send".

• On this page, type you name in the first field and we will add a digital signature for you to the T&M Tag PDF that gets sent to your customer.
• On the next field, the email address displayed below will populate. This is showing you who will receive this T&M Tag request for signature. 
• If you do not want to send the signature request via email, you can save this T&M Tag as a draft and your Field User can open it on their mobile device to be signed directly on the device.

To learn how your customer can sign a T&M Tag from a signature request, check out this article here. How to respond to a T&M Tag signature request.